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Burlington Library Association

Regular Meeting Minutes 2020-21

Go to:  9/8/21  5/12/21  4/14/21  1/13/21 5/27/20  2/12/20   1/8/20

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Go to: Annual Meetings

Minutes of the Regular Meeting of the Burlington Library Association
September 8, 2021
 

 

1.   The meeting was called to order at 1:34 p.m. by Kristen Williams. Present were members Sandy Mazeau, Sandy Hierl, Len Berton, Nancy Winter, Mary Ann Labadia, Georgia Riberdy, and Kristen Williams; plus, Assistant Library Director, Jodi Papazian  

2.  Correspondence
       
2a. None
 

3.  Acceptance of Minutes 

      3a. The minutes from the Board Meeting on May 12, 2021 were reviewed.  Several typos were noted and will be corrected.  Len Berton made a motion to approve the revised minutes.  Nancy Winter seconded.  The revised minutes were unanimously approved.  

4.  Treasurerís Report

4a. Sandy Mazeau shared several updates while presenting the Treasurerís Report:

-          Sandy filed the corporate report in August and the sales tax in June. 

-          The Annual Campaign mailed August 27th and has brought in over $1,000 so far. 

-          Book sales in the library have generated $1,214.15 in income which exceeds the original budget estimate of $500.

-          Program expenses exceeded the original budget but that was approved.  Due to cash flow, Len Berton moved $3,000 to cover the overage in programs.

4b. Georgia Riberdy made a motion to accept the Treasurerís Report.  Sandy Hierl seconded.  The Treasurerís Report was unanimously approved.

4c. Len Berton advised the Board that the Friends have a CD maturing on September 24th in the amount of approximately $20,000.  Len researched other banks, but with the low interest rates everywhere it doesnít seem worth moving the money.  The Board agreed. Sandy Mazeau made a motion to approve reinvesting the CD for up to two years.  Len Berton seconded.  The duration of the CD was approved unanimously for a up to two years.

      

5.  Library Board of Directors Report

        5a. The Library Board has not yet met this month so there is nothing new to report yet.

 

6.  Library Directorís Report

        6a. Jodi Papazian updated the Board regarding a grant from Main Street Foundation.  Marie applied for the grant to fund a sound system (e.g. wireless microphone) in the Community Room to improve the ability to hear presenters during programs. At this time, we are waiting to hear back.

        6b. The Library received an ARPA grant from the State Library.  Items approved include bistro sets and a solar power charging picnic table that provides WIFI access.  Both items will enhance the use of the outdoor space at the library.  Auto soap dispensers and hand sanitizers were also approved.

        6c. Programs are doing well with all ages and are available online, outside, and in-person.  Going forward, they plan to keep a mix of in-person and online offerings due to demand.

        6d. The Pumpkin Pageant sign-ups have started and we have a few so far.  The Board discussed additional advertising options to spread the word, including:  flyers at businesses, flyers at Tavern Day, Friends Facebook page/website, and Flyers to Region 10. 

       

7.  Fundraising

7a.  Annual Fund Campaign Ė Kristen Williams shared that the Annual Campaign mailed on August 27, 2021.

7b.  Tavern Day  Mary Ann Labadia updated the Board on the plans for Tavern Day.  There will not be a craft, but we will have bookmarks, and information to hand out.  More volunteers are needed for the table location.  Kristen Williams will post a call for volunteers on Facebook. 

7c.  Upcoming Book Sales:

-       Tavern Day: Mary Ann Labadia and Kristen Williams informed the group about the $5 Bag of Books sale at the Library on Tavern Day.  The entire team has done an amazing job sorting through the many donations to prep for the sale.  The sale has been advertised with flyers and on Facebook.

-       Annual Book Sale:  Kristen Williams announced that the sale had been scheduled for November.  Thursday, November 4th will be our first time to charge for a pre-sale opportunity.  Sandy Hierl reminded the group that current Friends should be allowed entrance free.  The board will work on getting an updated list to Mary Art. The regular book sale days will continue on Friday and Saturday (November 5-6). In addition to usual advertising venues, Kristen is exploring buying ad space in a Burlington/Harwinton mailer that is printed by Goulet Printery.  

8.  New Business

8a.  Nancy Winter shared that she and Pat Small had spent about 4 hours going through old files from the Friends.  While some items were destroyed, there was a lot of great information with regards to the Burlington Room, old budgets, secretary files and tote bags.   Nancy distributed items accordingly and it was a wonderful trip down memory lane.

8b. Kristen Williams informed the Board that a date for the 2021 Annual Meeting needed to be scheduled.  After discussion, the Board agreed to meet November 17, 2021 at 6:30 p.m. so that we would have a good understanding of income from the fall fundraisers in order to plan for year-end fundraising.

8c. Kristen Williams also revisited the outstanding fundraising idea of tote bags.  While it had previously been approved, prices had significantly changed since that approval and the initiative was postponed via email.  After much discussion, the Board thinks the tote bag might not be the right item to invest in right now.  At this time, the initiative is indefinitely postponed.  We will wait to see demand for the current t-shirt raffle promoted by the Library.  There was also some interest in making the design a contest in order to engage the community in this endeavor.   

Meeting adjourned at 2:34 pm


Minutes of the Regular Meeting of the Burlington Library Association
May 12, 2021

1. The meeting was called to order at 1:38 p.m. by Kristen Williams. Present were members Len Berton, Nancy Monahan, Sandy Mazeau, Mary Ann Labadia, Nancy Winter, Pat Small, and Kristen Williams; plus, Assistant Library Director, Jodi Papazian

2. Correspondence
2a. None

3. Acceptance of Minutes
3a. The minutes from the Board Meeting on April 14, 2021 were reviewed. A change to the Library Director's Report was made regarding the amount for the rental of the tent for summer reading program. Sandy Mazeau noted that there was $1,000 in Special Events to cover all of the rental. Mary Ann Labadia made a motion to approve the revised minutes. Nancy Monahan seconded. The revised minutes were unanimously approved.

4. Treasurer's Report
4a. Sandy Mazeau shared that the income to date was ahead of prior year ($4,133.36 vs. $3,949.11) mostly through United Way donations. To date, 27 donors have sent in their annual donation.
4b. Nancy Winter made a motion to approve the Treasurer's Report. Pat Small seconded. The Treasurer's Report was unanimously approved.
4c. There is a CD expiring in September 2021 in the amount of $20,000. Roll over is okay, but Len Berton will look into another Bank and if there are options will bring it back to the Board for approval.

5. Library Board of Directors Report
5a. Sandy Mazeau shared that the Town budget was reduced from a 4% increase to a 2% increase.
5b. Sandy also let the Board know that Carol Sessions left any money remaining in her trust (after the death of her son) to the Library. The Board of Directors is working to ensure that the funds are directed to the Friends of the Library. More to come.
5c. The Town agreed to change lighting throughout the Library to LEDs in order to reduce costs.

6. Library Director's Report
6a. Jodi Papazian updated the Board regarding staffing changes.
6b. The Library was still having a really good number of patrons coming to the library since reopening and the responses have been very positive.
6c. Family Fun Nights would again be a part of the Summer Reading Program on Tuesdays. Jodi and Kristen had discussed prior that they were a good opportunity to test selling ice cream novelties to families for $1 each. April will buy the ice cream and they may need Friends to help staff.

7. Fundraising
7a. Annual Fund Campaign - The board discussed 2021 mailing timing and agreed May/June was a still good time to go forward with the mailing. Kristen's next steps were to write the letter and pull together the mailing list and resources. More to come.
7b. Tote Bag Kristen to order the design that was previously approved and follow up with the Board. The proposed timing was to have on hand for the Family Fun Nights to appeal to families. The funding would come out of Special Events.

10. New Business
10a. None.

Meeting adjourned at 2:38 pm


Minutes of the Regular (Virtual) Meeting of the Burlington Library Association
April 14, 2021

1. The meeting was called to order at 1:36 p.m. by Kristen Williams. Present were members Len Berton, Nancy Monahan, Sandy Mazeau, Mary Ann Labadia, Bill Butler, and Kristen Williams; plus, Assistant Library Director, Jodi Papazian

2. Correspondence
2a. None

3. Acceptance of Minutes
3a. The minutes from the Board Meeting on January 13, 2021 were reviewed. Nancy Monahan made a motion to approve. Len Berton seconded. The minutes were unanimously approved.

4. Treasurer's Report
4a. Sandy Mazeau shared that the income to date was ahead of prior year ($4,000.8 vs. $2,387.73) and that 26 donors have already sent in their annual donation. Book sales have started up again and have brought in $211 as of 4/6/21.
4b. Given the library and many museums are now reopening, Jodi Papazian requested that the Friends reinstate funding museum passes. Sandy Mazeau proposed spending $2,000 to repurchase museum passes as we have the money available in the budget. Sandy made a motion to accept and Bill Butler seconded. The treasurer's report with the museum pass funding were approved unanimously.

5. Library Board of Directors Report
5a. Sandy Mazeau shared that the library was trying to confirm next year's budget and that there might be a potential decrease of 2 percent. There have been discussions regarding eliminating fines but it is dependent on the cosortium that the library belongs to and that has not been decided yet. If we lose the money from fines, the town won't cover it and it is money that the library uses.

6. Library Director's Report
6a. Jodi Papazian shared th library reopend on April 5th. The capacity is 10 patrons at a time. Over 100 people came in so far and it has proved to be a very successful reopening.
6b. Jodi also shared that the town has approved use of the outdoor property for events and programs. (Indoor use is not approved.) The Librry will rent a tent for 2 weeks in June for $750 to accommodate the summer reading kickoff and programs. Jodi asked if the Friends can cover $450 of the rental fee. Sandy Mazeau made a motion to approve spending $1,000 on the rental tent as there was funding in the Special Events budget. Mary Ann Labadia seconded the motion. The funding was unanimously approved.

7. Fundraising
7a. Annual Fund Campaign Timing - The board discussed 2021 mailing timing and agreed that since the library had reopened, May/June was a good time to go forward with the mailing.
7b. Potential fundraising ideas -
- Jodi Papazian had shared many potential upcoming events that the Friends could capitalize on for fundraising. This is especially important given we will not be able to proceed with our casserole/cookie sales in the fall. Options include:
o Selling books at the tent during programs.
o Selling popscicles at outdoor events in June.
o Pumpkin pageant (October) - selling cider donuts and cider
o Project graduation was cancelled this year, consider a community tag sale by selling parking spots
o Book bags - purchase the bags we designed/approved last year and sell them at the cars/sidewalk sales this summer.

10. New Business
10a. The board discussed Tavern Day was going to happen this year. Mary Ann Labadia was going to follow up on it as there had been no communication regarding it yet.

Meeting adjourned at 2:11 pm


Minutes of the Regular (Virtual) Meeting of the Burlington Library Association
January 13, 2021

1. The meeting was called to order at 1:31 p.m. by Kristen Williams. Present were members Len Berton, Sandy Hierl, Georgia Riberdy, Nancy Monahan, Sandy Mazeau, Mary Ann Labadia, and Kristen Williams; plus, Assistant Library Director, Jodi Papazian and guest, children's programmer, April Jones.

2. Correspondence
2a. None

3. Acceptance of Minutes
3a. No previous minutes to review.

4. Treasurer's Report
4a. Sandy Mazeau shared that the 2020 tax return and last quarter sales tax returns had been filed. The good news is that the Friends brought in almost $5,000 from 75 donors from the annual campaign sent in December. The total income for 2020 was $13,788 which was less than prior years; however, we also spent less so we are in great shape.
4b. Sandy reviewed a proposed budget for 2021. Given all of the unknowns due to the pandemic, it was based on the income and expenses from 2020 as a guide. Georgia Riberdy made a motion to accept the 2021 budget with the caveat that we can adjust it if needed due to the uncertainty of the impact of the ongoing pandemic. Sandy Hierl seconded the motion. The vote was unanimously in favor of the budget with the caveat.

5. Library Board of Directors Report
5a. Sandy Hierl shared that last week's Board of Directors meeting covered a variety of maintenance issues, such as building maintenance, the condition of the sign at Route 4, etc. The library is considering bringing on a consultant to perform an energy audit and identify opportunities for the library to save money. Next month, the board will be exploring the pros and cons of eliminating fines for overdue books.

6. Library Director's Report
6a. Jodi Papazian shared that curbside pick-up has continued to be very popular and they see a steady stream of people each week to pick up the materials they requested. The library has offered book bundles curated by the staff and this has been received well by families with young children so far. Virtual program attendance has been strong and well received.

7. Fundraising
7a. Annual Fund Campaign Timing - The board discussed 2021 mailing timing and agreed that the best option is to remain flexible. It may be a good time if we can coordinate with the library's reopening. In order to be flexible, Kristen will reorder the remit envelopes in January in order to be ready to go at any time.
7b. Online Book Sales - Kristen Williams shared that the book sales team has worked very hard to sort new and existing books for online sales. The Friends have been receiving new donations for a few months now and are taking in a variety of great new books. Kristen is working on uploading them to the Square site for selling online. The goal is to have it up and running by February. Len Berton asked about Amazon book sales and Kristen will follow up with Elaine Goucher and Mary Art.

10. New Business
10a. Len Berton informed the group that he needed to step down as Vice President due to personal family concerns. He will be able to continue on as a board member and webmaster.

Meeting adjourned at 2:05 pm


Minutes of the Regular (Virtual) Meeting of the Burlington Library Association
May 27, 2020

1. The meeting was called to order at 1:33 p.m. by Kristen Williams. Present were members Len Berton, Pat Small, Sandy Hierl, Georgia Riberdy, Nancy Monahan, and Kristen Williams; plus, Assistant Library Director, Jodi Papazian and guest, Mary Art.

2. Correspondence
2a. None

3. Acceptance of Minutes
3a. No previous minutes to review.

4. Treasurer's Report
4b. Kristen Williams presented a high level update regarding income because Sandy was unable to attend. The 2020 income of $3,983 is ahead of this time in 2019. (Note: does not include the C&T Fund and Building Fund balances.) The checking account balance after the deposit on 5/22/20 was $12,964.30.

5. Library Board of Directors Report
5a. The Board is discussing policies, such as room use and curbside pickup.

6. Library Director's Report
6a. Jodi Papazian shared updates regarding summer reading and the four open staff positions. They are transitioning to online porograms and the Friends were asked to support attendance/engagement with gift cards. All agreed.

7. Fundraising
7a. Annual Fund Campaign Timing - The board discussed the timing of the annual fund drive in light of the ongoing pandemic. The board agreed that it was not the right time to approach the public for financial support and that it would be revisited in the fall.
7b. Potential Online Book Sales - Kristen Williams shared that the book sales team was exploring the opportunity to sell books online. More to come.
7c. Book Bag - the book bag that was planned for the spring book sale has not been ordered and will be postponed until onsite book sales can resume after the pandemic or add to the online book store.

10. New Business
10a. Annual Meeting - The Annual Meeting in May was postponed. The Board discussed rescheduling for June or wait until early autumn. Kristen Williams will schedule it as soon as possible.

Meeting adjourned at 2:31 pm


February 12, 2020

1. The meeting was called to order at 1:31 p.m. by Kristen Williams. Present were members Pat Small, Georgia Riberdy, Nancy Winter, Len Berton, Bill Butler, Sandy Mazeau, Sandy Hierl, Kristen Williams, and Assistant Library Director, Jodi Papazian. Guest, Dave Goodale, who is the new librarian in the Burlington Room, was also in attendance.

2. Correspondence
2a. Main Street Community Foundation sent a letter regarding the availability of the distribution check for $910 to either be cashed are reinvested. Kristen Williams responded requesting the distribution check to be cashed.
2b. Farmington USPS sent a letter that there was money remaining in the Friend's Bulk postage account. Pat Small volunteered to follow up with the post office to request the money.

3. Acceptance of Minutes.
3a. The board reviewed the minutes from January 2020. Len Berton motioned to accept the minutes. Sandy Mazeau seconded. The vote was unanimously in favor of accepting the minutes.
3b. The board reviewed the minutes from December 2019. Georgia Riberdy motioned to accept the minutes. Bill Butler seconded. The vote was unanimously in favor of accepting the minutes.

4. Treasurer's Report.
4a. Sandy Mazeau shared that the 2019 taxes have been filed.
4b. Sandy Mazeau presented a draft 2020 budget for review that includes a $2,000 increase in library programs.
" The board reviewed the plan and proposed reducing museum passes by $500 and shifting that plus an undesignated $250 to library programs.
" In addition, given all magazine funding comes out of the books/materials funding, the board proposed bringing back a magazine fundraising drive in April to help offset magazine costs.
" Pat Small motioned to accept the 2020 budget as amended. Sand Hierl seconded. The vote was unanimously in favor of accepting the 2020 budget.

5. Library Board of Directors Report
5a. Sandy Hierl shared that the last meeting the spent the most time with Dave Goodale regarding the Burlington Room. They also discussed strengthening the language regarding donations received.

6. Library Director's Report
6a. Jodi Papazian introduced Dave Goodale who is now on staff for the History Room. They shared plans for adding programs, social media and more for this great resource of local history.
6b. Jodi also shared that the teen librarian position remains open and they do not have a candidate yet. They have modified the requirements to indicate the MLS degree as optional in hopes of increasing the candidate pool.

7. Fundraising
7a. Tote/Book Bag - Kristen Williams shared that she is working on the book bag and hopes to have ready for sale starting 4/3 to coincide with the Spring Book Sale.
7b. 2020 Calendar Review - The board reviewed the current calendar, including updates as follows:
" The book sale has added a half day on Friday, 4/3 to increase sales.
" The Annual Fund Drive has been confirmed for end of April timing.
" Per budget discussion above, a magazine drive in April is now in development.
" We've added a Sidewalk Book Sale to June and August to coincide with library summer reading start/end events.

10. New Business
10a. Kristen Williams reached out to the Burlington Chamber of Commerce to inquire about joining at a non-profit rate. Will advise board when she hears back.
10b. Kristen Williams also shared information regarding fundraising nights at Sherman's Taproom in town. Other groups in town are also exploring and we may learn a bit from them. We will continue to keep it open as an option.

Meeting adjourned at 2:56 pm


Regular Meeting of the Burlington Library Association
January 8, 2020
1.	The meeting was called to order at 1:34 p.m. by Kristen Williams. Present were members Len Berton, Bill Butler, Sandy Mazeau, Kristen Williams, and Assistant Library Director, Jodi Papazian.
2.  Correspondence   
	2a. None
3.  Acceptance of Minutes.  
	3a. The board reviewed the minutes from December 2019 and made corrections.  There was no vote because a quorum was not present.  Minutes will be sent via email for approval.
4.  Treasurer's Report.
       4a. Sandy Mazeau presented the Treasurer's Report, with information including:
"	Len Berton opened a 21-month Bump-up CD at Torrington Bank paying APY of 1.4%. It was the best we could find.
"	Sales tax report has been filed.
"	Checking balance is greater than $12,000.  We moved $9,000 from savings to checking.
"	The 2019 year-end mailing helped us exceed our planned income for the year.  We had 67 year-end donors.  This brought the total number of donors to 143 which is 31 fewer donors compared to prior year.  We received fewer donations but at a higher amount per donor which is what filled the gap.
      4b. Sandy Mazeau also presented a draft 2020 budget for review that includes an increase in library programs.
      4c. Since there was not a quorum present, the board did not vote to approve the Treasurer's Report or the proposed 2020 budget.
     
5.  Library Board of Directors Report
	5a.  Sandy Mazeau shared that they are hoping to raise the budget from the town.  The budget was submitted; however, they have not heard back from the town yet.
6.  Library Director's Report
       6a. Jodi Papazian informed the board that the Burlington Room is now staffed; Dave started today.
	6b. Jodi also shared that the teen librarian position remains open and they do not have a candidate yet.  There is one interview scheduled for the following week.  In addition, they are still trying to get the position reclassified to a full-time level to help increase the quantity and quality of candidates.  
	6c. With upcoming library programs that include wine and beer, Jodi is pursuing TIPS training to ensure a safe environment and experience. TIPS (Training for Intervention ProcedureS) is a program designed to prevent intoxication, drunk driving, and underage drinking by enhancing the fundamental "people skills" of servers, sellers and consumers of alcohol.
7.  Fundraising
7a.  Cookie Sale Review - Kristen Williams shared that the Holiday Cookie Sale was a success.  The cookies sold out and brought in $692 in revenue.  We sold 41 cookie boxes, 2 dog cookie boxes, and 11 hot cocoa stocking stuffers. We also received donations. For next year, we think requesting bakers to make 4 dozen cookies really helped improve variety and quantity for the boxes.  In addition, we would make the cookies due Thursday so that volunteers have time to package up all day on Friday.
7b.  Year-End Mailing Review - Kristen Williams confirmed that the year end mailing went out to about 200 households that had donated in the past (2017 and/or 2018) but had not donated yet.  We did not email the 100 people on our email list that are not currently in our membership database; however, we think we should try this tactic with the Annual Mailing in 2020. 
7c.  2020 Calendar Review - The board reviewed the current calendar, including updates as follows:
"	The TBD Friend your library after hours social has been moved to May to coincide with the Annual Meeting and the live music concert planned on Saturday, May 9th.  We are hoping to capitalize on the concert and the cocktail hour to increase interest and attendance for the annual meeting.  
"	The book sale is confirmed for 4/4/20.
"	This is a Passport to Connecticut Libraries Year.  The program is expected to take place in April 2020.
10.  New Business
	10a. None  
	
Meeting adjourned at 2:35 pm